VDP February 26th Board Meeting Minutes

THE VILLAGE DEL PRADO CONDOMINIUM ASSOCIATION INC

BOARD OF DIRECTORS MEETING

February 26, 2019

3:00p.m.

The meeting of the Board of Directors for The Village Del Prado Condominium Association, Inc. was held this date and time in the Clubhouse of the Ocean Gallery, 4600 A1A South, St. Augustine, FL 32080.

President Stelbrink called the meeting to order at 3:00pm

Call To Order:

David Stelbrink

Robert Woodward

Jim Cargilo

Carol McGee

Steve Stowe

Gerald Korey

Proof of Notice:

Notice of the meeting was mailed to all members and posted on the website and on Channel 8001 and all association bulletin boards in accordance with the FS718 on February 26, 2019.

Approval of Minutes:

The minutes were approved with amendments by a motion made by Dave Stelbrink and seconded to by Rob Woodward to approve the minutes (Exhibit A) as amended. All were in favor and the motion passed.

President Stelbrink gave a narrative of its history since he purchased his unit 17+ years ago and how Del Prado got to where it is today. He advised that the condominium documents define what is the owner’s property and what is common property. He also assured the audience that in regard to the Trimac landscape renovation project, a punch list will be devised and resolved before the last payment to the contractor is made. (See Exhibit B)

Treasurer’s Report:

Rob Woodward, Treasurer, gave a report, (Exhibit C) discussing the recent roof settlement, the fight with the insurance company and details of the roof replacement project. He advised that the settlement funds have been deposited into the VDP operating account and now the Board would decide what to do with those funds. Rob and Scott consulted with the CPA, who advised that the best practice is to maintain 3X the amount of monthly expenses in the operating account, or in the case of VDP, about $120,000.00. At the time of the financials, the balance was about $140,0000. Based on the guidance of the CPA, Rob Woodward made a motion to move $20,000.00 into the Reserves account, specifically into Building & Grounds, or line item 3557 in the Reserve Funds. The motion was seconded by Gerald Korey. All board members were in favor and the motion passed unanimously.

Rob then discussed the year-end financials and the AT&T bill and Payroll items being over $4000 each. He advised that both of these items would come back in line once the year-end adjustments were made.

Rob also discussed the January financials, advising that they look good and the expenses are in line.

General Manager’s Report:

Scott gave a brief report (Exhibit D) with items of interest being all efforts being focused on the ongoing Landscape Renourishment project, dye testing of the drains, the downspouts are connected to a main trunk line, working on a fix for the community-wide problem of roof water runoff with gutters and has looked into doing this in-house, Renaissance Pools is the only contractor in the state of Florida that continues to work with the fiberglass pools and hot tubs and they have provided a quote of $3950 to refiberglass and regelcoat the hot tub. The board chose not to engage for recoating of the hot tub at this time.

Committee Reports:

Jim Cargilo, Landscaping committee chairman, spoke about the Landscape Renourishment project. There were several owners present with a variety of questions. A couple of the board members had a concern about not enough communication about the project at this point, specifically making renderings available and when the buildings walkthrus are scheduled. Scott advised that renderings can be requested at a large expense. The board members decided not to have additional renderings done. The renderings supplied by the contractor for buildings 6 & 7 were provided earlier and the landscaping will be similar at all buildings. Although it may be different in color and/or position, but the theme will be the same for all buildings. The entire project is expected to be completed by the end of March or the first week of April.

Old Business:

None

New Business:

It was mentioned that weeds are a problem all over the property. Scott advised that the chemical contract has been terminated with Turner and OGPOA has signed up with Trugreen. Turner Pest will continue to provide Interior Pest Control services as those services have been more than satisfactory.

Correspondence:

The board received several items of correspondence and addressed those. The request from Bonanno 1-1, is be addressed. President Stelbrink will reply to VDP1-6 owner. Owner VDP4-3 has sent email, volunteering to fill the current board seat vacancy. Carol McGee and Gerry Korey both commented that they thought the board should refrain from appointing this seat, since they have appointed vacancies in the past. After board discussion, Steve Stowe made a motion to not fill the vacancy at this time and to give all owners an opportunity to run for the position in the October election. The motion was seconded by Jim Cargilo and with all in favor, the motion passed unanimously. The modification request from VDP7-5, Stowe, was amended to include a chase and was approved with that amendment with a motion by Jim Cargilo, seconded by Gerry Korey and all were in favor of the approved motion.

The future Del Prado board meetings are scheduled for April 16, July 16 and October 15, all at 9am.

With no further business to discuss, a motion was made by Jim Cargilo to adjourn and seconded by Rob Woodward to adjourn and with all in favor the meeting was adjourned at 11:20pm